Recruiter Email Templates
Six copy-paste templates for every recruiting scenario — cold outreach, follow-ups, rejections, offers, and more. Or generate a personalised version with AI in 10 seconds.
Six free recruiter email templates
Click Copy email to grab any template instantly. Or use the AI generator to create a version tailored to a specific candidate in seconds.
Cold outreach — direct tone
Your background caught my eye — [Role] opportunity
Hi [First Name], I came across your profile and wanted to reach out directly. I'm working on a [Role] position at [Company Type] that looks like a strong fit for your background in [Skill/Industry]. It's a [brief description — e.g. well-funded Series B, market leader in X] and the compensation is competitive. Would a quick 10-minute call this week make sense? Happy to work around your schedule. Best, [Your Name]
Follow-up after no reply
Following up — [Role] at [Company]
Hi [First Name], Just following up on my email from last week about the [Role] opportunity. I know inboxes get busy — if the timing is off or the role is not the right fit, no problem at all. But if there is any interest, I would love a quick chat. Best, [Your Name]
Interview scheduling
Interview availability — [Role] at [Company]
Hi [First Name], Great news — [Hiring Manager] would love to meet with you for the [Role] position. Could you share a few windows that work for you over the next week? The session will be approximately [duration] and will be held [in person at X / via video call]. Looking forward to the next step. Best, [Your Name]
Unsuccessful application — kind rejection
Update on your application — [Role]
Hi [First Name], Thank you for taking the time to interview for the [Role] position. It was genuinely good to learn more about your background. After careful consideration, the client has decided to move forward with another candidate whose experience more closely matched their current requirements. This was not an easy decision — your profile was strong. I will keep your details on file and reach out if a relevant opportunity comes up. Wishing you every success. Best, [Your Name]
Offer confirmation
Offer confirmed — next steps for [Role]
Hi [First Name], Fantastic news — [Company] would like to make you a formal offer for the [Role] position. The details are as follows: · Start date: [Date] · Salary: [Amount] · [Benefits / bonus summary] The formal offer letter will follow from [Company] directly. Please let me know if you have any questions before you receive it. Congratulations — well deserved. Best, [Your Name]
Referral request
Quick favour — do you know anyone for this role?
Hi [First Name], Hope you are well. I am working on a [Role] position at [Company Type] and thought of you — not necessarily as a candidate, but as someone who might know the right person. If anyone in your network comes to mind, I would really appreciate an introduction. Happy to return the favour anytime. Best, [Your Name]
Want a personalised version?
The templates above are a starting point. Our AI generator writes a fully personalised email for a specific candidate — name, current role, background, tone — in under 10 seconds.
No "Dear Hiring Manager." No generic filler. Just sharp, specific outreach.
Generate a Personalised Email — FreeTips for higher reply rates
Personalise the first line
Reference something specific — their company, a recent project, a skill. Generic openers are deleted instantly.
Lead with what is in it for them
Compensation, challenge, growth — not about your role or your firm. The candidate cares about their career, not your commission.
Keep it short
Three paragraphs maximum for cold outreach. If they want more information, they will ask. Long emails signal low effort.
End with one clear question
One specific ask: "Would a 10-minute call Tuesday work?" Not "Let me know if interested."
Follow up once
One polite follow-up after 5–7 days is appropriate. More than that damages your brand.
Test subject lines
Subject line is 90% of the open rate. Test specific role titles vs. vague curiosity lines. Specific usually wins.